Employment Terms: Full Time, Permanent

Start date: September 2026

We are looking for an enthusiastic, curious, and adaptable Administrative Assistant to provide high-level administrative, coordination, and operational support to the Vice‑Principals of Finance and Operations to ensure effective governance, risk management, and execution of strategic and operational priorities across the College.

Key Responsibilities and Tasks

Governance & Executive Coordination

- Coordinate Board, Committee, and governance meetings including proactive scheduling, timely materials preparation and distribution including agendas, minutes, and follow‑ups;
- Support audit cycles, financial reporting timelines, and governance documentation;
- Maintain a centralized tracking of action items and ensure timely completion of deliverables.

Finance & Operations Administration (College and Foundation)

- Support financial processes including procurement coordination, documentation, and contract administration;
- Coordinate workflows related to audits, financial assistance processes, and reporting cycles;
- Assist in maintaining financial records, reports, and documentation integrity;
- Support capital projects and facilities operations through scheduling, vendor coordination, and documentation;
- Support college and foundation administrative activities by coordinating document collection, statement retrieval, portal access, fund manager communications, and maintaining tracking sheets for capital calls, distributions, reports, and other investment‑related documentation.

Systems, Process & Data Coordination

- Assist with financial systems modernization and data integrity;
- Support process mapping and workflow optimization initiatives;
- Support implementation and adoption of new tools, templates, and workflows;
- Maintain organized digital filing systems and documentation standards;
- Generate reports and dashboards to support decision‑making.

Administrative Support

- Triage incoming requests and communications, ensuring alignment with priorities;




- Provide proactive calendar, meeting, and correspondence support to Vice‑Principals;
- Draft communications, reports, and presentations;
- Manage competing priorities and anticipate administrative needs.

Other Duties

- Support cross‑functional initiatives and peak periods across departments;
- Contribute to continuous improvement and operational excellence initiatives;
- Be a mentor for an IB continuum project (Personal Project, PYP Exhibition or Extended Essay).

Job Requirements

Experience, Knowledge and Competencies

- Post‑secondary education in business administration, finance, or related field required;
- 5–7 years of progressive administrative or coordination experience, preferably in finance and/or operations;
- Strong understanding of administrative processes, governance, or financial environments;
- Advanced proficiency with Google Workspace (Docs, Sheets, Drive, Gmail) or comparable administrative environment;
- Proven experience supporting senior leaders in complex organizations;
- Demonstrated experience coordinating multiple projects and priorities simultaneously;
- Demonstrated experience working with data, reporting, and systems;
- Experience using AI tools to enhance productivity, identify efficiencies, and support workflow optimization, including interest or experience in managing AI agents and ensuring ethical use an asset;
- Experience in educational or non‑profit environments an asset;
- Exposure to financial systems and reporting tools, strong asset;
- Experience with process improvement or systems implementation is an asset;
- Strong organizational and analytical skills with attention to detail;




- Excellent written and verbal communication skills.

What We Offer

- Comprehensive Health & Life‑Stage Support: Robust medical, dental, and vision coverage, health care and lifestyle spending accounts, and dedicated support for various life stages—including a progressive menopause policy, hormonal health supports, and 24/7 access to our Employee & Family Assistance Program (EFAP).
- Generous Time Off & Balance: Enjoy additional paid time off during school‑calendar breaks (including winter holiday, midterm breaks, and March Break), generous vacation allotment, paid volunteer time, and the unique prospect for self‑funded sabbaticals.
- Financial Security: Competitive salary ranges, a generous UCC‑matched RRP program for staff, OTP pension for teachers, and parental leave top‑ups.
- Unparalleled Professional Growth: Robust funding for external workshops, conferences, and networking, alongside access to UCC’s custom leadership development program and visiting global experts.
- A Vibrant, Pluralistic Community: Access to employee‑resource groups, cultural celebrations, multi‑faith spaces, and collaborative book clubs focused on equity and anti‑oppression.
- Beautiful Campus Amenities: Work on a stunning midtown Toronto campus with free parking, and enjoy employee access to exceptional libraries, green spaces, and state‑of‑the‑art athletic facilities (including fitness rooms, an indoor pool, and tennis/pickleball courts).

UCC is an Equal Chance Employer and values diversity, encouraging applications from all qualified individuals including women, Indigenous Peoples, persons with disabilities, 2SLGBTQIA+ and historically marginalized persons. UCC embraces pluralism – celebrating differences, cherishing similarities, and giving voice to multiple perspectives.

This position is an existing vacancy. Compensation is based on qualifications and experience. The range for the position is $55,622-$73,004.

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📌 Administrative Assistant, Finance & Operations (Toronto)
🏢 Upper Canada College
📍 Toronto